CEO and COO of a consulting firm in Alexandria, VA is looking to hire a permanent Executive Assistant.

Executive Assistant

The Executive Assistant serves as the in-office presence, providing comprehensive administrative and executive support to the CEO and COO while managing office operations. This role is fully on-site and requires exceptional organizational skills, professionalism, and the ability to handle confidential information. The Executive Assistant is proactive, resourceful, and capable of managing tasks with minimal supervision in a dynamic environment.

Key Responsibilities

• Serve as the primary in-office representative, managing the front desk and greeting visitors.
• Handle incoming calls, mail, and packages professionally and efficiently.
• Maintain common office areas, inventory, and supplies to ensure smooth daily operations.
• Coordinate with and escort vendors as needed.
• Manage calendars for the CEO and COO, including scheduling meetings, coordinating appointments, and ensuring seamless transitions between commitments.
• Proactively identify and resolve scheduling conflicts, keeping executive priorities and preparation needs in mind.
• Coordinate travel arrangements, prepare expense reports, and maintain accurate contact information for executives.
• Act as the central point of coordination for meetings and events involving the CEO, ensuring clear communication and efficiency.
• Facilitate onboarding processes for new hires, including preparing materials, arranging workspace and equipment, and delivering orientation sessions.
• Assist with offboarding by archiving employee information and managing transitions.
• Oversee the annual company holiday card and client appreciation initiatives, including maintaining mailing lists, coordinating card selection, and managing gift distribution.
• Support planning and logistics for internal and client-facing events, ensuring attention to detail.

Experience and Qualifications

• Bachelor’s degree or equivalent experience.
• 5+ years of experience working in a professional environment.
• Calendar management skills using Microsoft Outlook, including the coordination of multiple competing commitments in a professional manner with minimal direction or oversight.
• Strong organizational skills, including experience managing multiple tasks with conflicting priorities while still achieving work goals.
• A high level of proficiency in Microsoft Access, Outlook and Word required. Skill in PowerPoint a plus.
• Excellent oral and written communication skills.
• Experience working in consulting, health policy, finance, or law firms would be a plus.